ISBN: 9798888339688

Dedication

To every young mind with a vision to build a better future.

..
 Foreword

This book is compiled with the "Executive

Communication" paper prescribed in the syllabus for

First-year students of Management Studies. The course

objectives are as follows:

• To acquire communication awareness, they are

going to get for the industry.

• To make the customer realize that you can provide

them with information and

other essential things

• To explore the skill of writing business proposals

• To develop a plan for the meetings and interviews

• To analyze the skills required for non-verbal

communication
With the above points as a target, an effort is taken to

offer precise explanations and a wide range of exercises

for the students. Hope this textbook serves every student

to their maximum benefit.

All the best!

 Acknowledgements

My sincere thanks to the College Management. The

management has stood by me through every phase of my

career. They know the struggles and hardships endured. It

is their unflinching faith in me that gave me the strength to

be more productive.

Many thanks to my team of content editors who worked

very hard to bring my views to words.

My love and affection to my family and friends who stood

by me and encouraged me to compile my vision into a

book.

Gratitude to the Almighty for giving me the right people at

the right time to bring this book out.

 REVISED SYLLABUS (w.e.f. 2022-2023)

APPENDIX - 11(S)

UNIVERSITY OF MADRAS

MASTER OF BUSINESS ADMINISTRATION (FULL-TIME)

Choice-Based Credit System

Syllabus prescribed by Madras Unviversity
 UNIT 1 – COMMUNICATION

This unit will explain the following.

• Meaning and Significance of Communication for

Management

• Types of Communication

• Factors Affecting the Effectiveness of

Communication

• Barriers to Communication

• Principles of Effective Communication

• Dyadic Communication

• Face-to-face Communication

• Other Modes of Communication

 COMMUNICATION

What is Communication?

Communication is the process of the transference of data.

It is the process where a message is conveyed by one

person to another individual or group with the help of a

medium. The medium of communication may be verbal

(word of mouth), non-verbal (signs or symbols), print

media (ink and paper), or electronic transmission (SMS,

mail, social media, etc.)

Significance of Managerial Communication

Managerial communication is a process where the

managers of an organisation to communicate with each

other as well as with other employees within an

organization. It ensures a smooth flow of message among

employees who work for a common purpose or target.

Managers will have to communicate with each other as

well as with their team members to make acceptable

decisions. This communication process has to be done

successfully. Effective communication is the crucial factor

for success in business scenarios. The following are a few

important points that tell us why managerial

communication is important in workplaces.

• Communication is necessary for the exchange of

ideas amongst employees within the

organization.

o Healthy discussions must be promoted at the

workplace for better and quicker results. A

brilliant idea if not shared is of no use.

Managers must communicate amongst

themselves to reach to ideas which would not

 only benefit their teams but also the

organization on the whole.

• Managerial communication is essential at the

workplace to achieve targets within the desired

time frame.

o An individual doing things all alone would

definitely need more time as compared to

employees working as a team. Managers must

communicate effectively with their team

members to make them understand their key

responsibility areas and what all is expected

out of them. Effective communication ensures

proper delegation of work amongst team

members.

• Effective communication also reduces duplicacy

of work.
 o A manager must know what the other teams

are up to? One needs to keep himself abreast

of the latest developments in the

organization. This is possible only when an

employee communicates effectively with

other people in the organization.

• Managers must communicate with their team

members to understand and address their

grievances and problems.

o Queries should be resolved at the initial

stages only to avoid critical problems later on.

Team members should have the liberty to talk

to their team managers. Communication can

be done either through verbal communication

or written modes of communication.

Managers can communicate with their

 subordinates and vice a versa through emails,

notices, circulars and so on. Emails are

considered to be one of the most reliable

sources of communication as one can always

refer to previous mails anytime in future.

• Managerial communication also helps managers

set goals and targets for themselves and

organization.

o The objectives of a team cannot be set by a

single employee. One needs to interact with

all the related employees to assign targets for

team members and also set goals for the

organization.

• Managerial communication plays a crucial role

at the times of crisis.

 o During critical solutions each employee

irrespective of his level in the hierarchy and

designation needs to come on a common

platform, communicate with each other

effectively and help the organization come

out of tough times easily. Effective

communication in simpler words works as a

lifeline during emergency situations and

binds the employees together.

• Employees feel secure and develop a sense of

ownership towards organization as a result of

effective communication.
 TYPES OF COMMUNICATION

Communication happens between people of different

backgrounds. Based on the contexts, communication can

be classified into seven types - Verbal, Written, Non-

verbal, Mass communication, Visual communication,

Group communication, and Feedback.

1. VERBAL COMMUNICATION - In verbal

communication, a common language (English in

professional platforms) is used to convey the

message. For example, a teacher speaks,

explains/emphasizes while teaching. This is typical

verbal communication. Verbal communication is of

four types: Interpersonal, Intrapersonal, Oral, and

Public communication.

1. Public Communication - communication

where the sender-receiver (the speaker)

sends a message (the speech) to an audience.

The speaker usually delivers a highly

structured message using the same channels

as in interpersonal and small-group

 communication. In public communication,

however, the channels are more exaggerated

than interpersonal communication. The

audience members may have a chance to ask

questions at the end of the speech, but

usually, they are not free to address the

speaker as he or she is talking. However, they

can send nonverbal feedback. If they like what

the speaker is saying, they may interrupt the

speech with applause.

2. Oral Communication - communication that

employs the spoken word, either direct or

indirect, as a communication channel. It is

face-to-face, over the phone, or via voice

notes, chat rooms, etc. It all comes under oral

 communication. This form of communication

is very effective.

3. Intrapersonal Verbal Communication - takes

place within oneself. It includes individual

reflection, meditation, and contemplation.

Intrapersonal communication includes

prayers.

4. Interpersonal Verbal Communication - takes

place between two persons. This includes

dialogue, conversation, or exchange of views

between two persons without using any

technological devices. It is direct, intimate,

and consists of verbal interaction or gestures.

The following are some of the functions of verbal

communication.
 • It helps us Define Reality

• It helps Us Organize Complex Ideas and Experiences

• Helps Us Think

• Helps Us Shape Our Attitudes About Our World

• Categorization

2. WRITTEN COMMUNICATION - This kind of

communication involves any exchange of information in

written form. Written language is communication using

written symbols that are communicated by or to, or

between people or groups. It is the presentation of ideas

to clarify, supply details supporting a viewpoint, and

demonstrate unity and coherence of thought. Written

communication can take the form of anything written or

typed, such as letters, emails, notes, texts, billboards, and

more. With written communication, it is vital to know the

audience and purpose and maintain consistency

throughout the written message.

One important thing to remember about written

communication, especially in the digital age, is the

message lives on, perhaps in perpetuity. Thus, there are

two things to remember: first, write well – poorly

constructed sentences and careless errors make the

content look bad; and second, ensure the content of the

message is something to promote or be associated with

for the long haul.

3. NON-VERBAL COMMUNICATION - What we do while

we speak often says more than the actual words. Non-

verbal communication includes facial expressions,

posture, eye contact, hand movements, and touch. For

example, if you’re engaged in a conversation with your

boss about your cost-saving idea, it is important to pay

attention to both their words and their non-verbal

communication. Your boss might be in agreement with

your idea verbally, but their nonverbal cues: avoiding eye

contact, sighing, scrunched up face, etc. indicate

something different.

Types Of Non-Verbal Communication

You can use different types of non-verbal communication

to communicate different messages. The different types

include:

Body language: People partly understand your message

by how you position your body. For example, if you are

feeling nervous or angry, you might cross your arms.

Gestures: These can be intentional or unintentional. For

example, you might see Americans using a 'thumbs up'

sign to express their positive feelings about something.

Facial expressions: This is the most common way of

communicating in a non-verbal manner. People usually

communicate through their eyes, eyebrows, mouth and

facial muscles when using facial expressions. It is useful in

communicating both information and emotion.

Touch: Some people use touch to be expressive, for

example, to give support or comfort. Use it sparingly and

only when you know how the receiving party will feel

about it.

Tone: Tone emphasises your message. It can express

delight, sadness, politeness or anger in a voice. People

need to hear the appropriate tone to pay attention to your

message, especially when you are addressing many

people. A lively and versatile tone sounds more

expressive and will grab the interest of your audience to

focus on your message. You can only make your point

clear when you have your audience's attention.

Appearance: Through appearance, you create a positive

or negative first impression on others. The way you

present yourself shows your interest, aesthetic taste and

self-discipline habits. Therefore, you need to dress

appropriately and look appealing when going for an

interview. A well-groomed appearance can increase your

chances of landing a job.

Space: Maintaining space during conversations is polite,

but the distance you stand at can show your level of

comfort with someone.

How To Interpret Body Language?

Everyone uses different body language for

communication. However, there are some common cues

to interpreting what someone is saying. Even though it is

challenging to read body language, it is an important skill

to advance in your career. When communicating, it is

useful to listen to what someone says verbally and non-

verbally. Some key steps to understanding non-verbal

statements include:

Pay attention to the eyes: Eyes give away a lot of

information if you watch them closely. For instance, if you

are trying to keep eye contact, you know a person wants

to continue their conversation with you. Conversely, they

may move their eyes away if they are not interested or

truthful. The direction of someone's glance can also tell

what they might be thinking. If they are looking at the

door, they might want the conversation to stop.

Observe posture clues: The way a person is standing or

sitting while communicating reveals a lot about their

interest in a conversation. For example, if they are

standing or sitting with their back straight and shoulders

facing backwards, they are listening, engaged and open to

the information or ideas you are presenting. On the other

hand, if they have a poor posture with raised or slouched

shoulders and a bent spine, they may be angry, anxious or

nervous.

Look at arm position: The position of the arms is

another way of finding out if a person is interested. Arms

on the table, to the sides or any other open style,

showcase a person's positive feelings and readiness to

absorb information. If you find closed or crossed arms,

the person might be feeling or experiencing some kind of

negative emotion.

Read the position of legs and feet: The way a person

places their feet on the ground shows their interest to the

observer. If their feet are placed evenly on the ground, it

means they are open and ready to listen to your ideas. If

you find their legs crossed or in a closed formation, they

might be less interested in communicating with you.

Examine facial expressions: A person with tight lips, a

furrowed brow or a frown on their face might be angry,

confused or another negative emotion. In such a case, you

may want to pause and confirm if it is true. If you are

talking to someone with gently raised eyebrows, relaxed

facial muscles and a soft smile, this usually means they

like the message you are communicating.

Replying To Non-Verbal Communication

Be careful when replying to communications that are non-

verbal. Many times, people are unaware of their non-

verbal expressions and might become embarrassed if it is

highlighted. If you find someone getting angry, confused

or anxious during your communications, redirect your

communication style based on their behaviour. You can

adjust your own non-verbal communication to make them

feel more at ease.

If you think you can help them by asking for their

feedback during the conversation, politely address them

in the following ways:

'I think you might be feeling overloaded by this

information. Do you have any questions?'

'Do you have time to discuss our new process now? If not,

we can chat at some other time.'

'Let me know if you need a bit of time to think about this. I

am available later this afternoon.'

If you are in a meeting with a group of people, you can

always schedule a time to talk to individuals privately if

you notice they appear unresponsive to your message.

Many people are unaware of their body language, and

there is a chance their stance is not in response to what

you are saying. You may find it helpful to simply ask, 'How

are you doing?'

4. MASS COMMUNICATION - Mass communication is the

process of reporting and exchanging information through

mass media to a large population. It is usually understood

to relate to various forms of media. It is a part of

journalism and advertising and is used for the

broadcasting of information. It is the spread of messages

to many recipients across the globe at the same time.

Through mass communication, information can be

transmitted quickly to many people who stay far away

from the sources of information. Mass communication is

practised in multiple mediums, such as radio, television,

social networking, billboards, newspapers, magazines,

books, film, and the Internet.

5. VISUAL COMMUNICATION - Visual communication

skills need the use of visual aids which examine or view

thoughts and information to be communicated. For

example, graphs, charts, maps, posters, packaging design,

books, and screen-based media are all kinds of visual aids.

Body gestures, facial expressions, and eye contact of a

person can also assist in visual communication by

assigning a message. Which type of visual communication

is right for your company depends on the goal you’d like to

attain and also depends on your target audience.

Examples of Visual Communication:

• Training and educational videos:

Training and educational videos are an enormous part of

effective visual communication. You must present your

teams with the materials to do their job well. Videos help

get your position across in a way everyone can welcome.

 • Trade Shows

• Conferences

• Websites

• Social media posts

• Office presentations

Get feedback on the visuals that have been selected.

Sometimes, the visuals you plan to add to communication

may cause confusion instead of simplifying the concept.

Getting another perspective is a good way to decide

whether the visual is effective or not.

Keep the audience in mind. Only include visuals that the

audience can understand. If required, try explaining the

visuals to them in simple terms.

6. GROUP COMMUNICATION - Group communication is a

method of communication in groups of people, in an

organization, between employers and employees, and

employees in teams/groups or people in general to

discuss a topic or communicate a message. Group

communication can further be looked from marketing

perspective as communicating to a group of people or

target customers in order to market a product. Group

communication can be effective, when there is a specific

purpose, a proper means of communication, suitable

content, and a proper communicator who can initiate the

process.

In the age of internet and social media, listening to

customer effectively has become a lot easier as compared

to past when manual surveys and group studies were

conducted. Now businesses can interact with customers

through social media, messages, webinars, podcasts and

customer service. All these have become channels of

group communication.

Types of Group Communication

The choice of communication depends on factors like the

target audience, the means and availability of the

communication mode, and cost implication for the

communication initiative.

1. Verbal

Verbal group communication involves people in a group

speaking with each other discussing a topic or agenda and

reaching a conclusion through everyone participating

with views and feedback. In marketing, it can be a

seminar attended by target audience. It can also be a

group discussion or a focused group study where in a

product is discussed before launch.

2. Technology driven

Technology driven group communication has become

very relevant in today's connected age. People

communicate through social media, forums, customer

service channels, webinars etc.

Using technology, a lot of people can collaborate to

achieve a common objective. People have come together

and discussed an idea with results using social media,

group chats etc.

3. Non Verbal

Non verbal communication is when a group

communicates using non-verbal cues but get the message

clearly and executes the decision effectively. Imagine a

busy crossroad junction in a big city. Traffic controllers

along with automated lights and information

communicate effectively with the passengers and regulate

traffic flawlessly.

4. in-Person

In-person can be a sub-type of verbal communication,

where in people are actually located in a physical location

and talk directly without the use of any technology.

Friends meeting for dinner or a marketer inviting some

potential customers for a product demo can be examples

of this type.

5. Virtual
Virtual is a new type of group communication where in

groups of people can connect using an application and

through audio and video interact and discuss with each

other seamless as if they were sitting together in the same

location.

Group communication has many benefits in the

workplace, including:

• Providing a way for group members to generate

ideas and solutions to achieve their common goal.

• Encouraging members to make decisions as a

group.

• Creating a way for the team to build rapport with

one another.

• Establishing mutual respect and understanding

among group members.

 • To ensure clarity and transparency about goals and

expectations.

7. FEEDBACK COMMUNICATION - Receivers are not just

passive absorbers of messages; they receive the message

and respond to them. This response of a receiver to the

sender’s message is called Feedback. Sometimes feedback

could be a non-verbal smile, sigh etc. Sometimes it is oral,

as when you react to a colleague’s ideas with questions or

comments. Feedback can also be written like - replying to

an e-mail, etc. Feedback is the audience’s response; it

enables evaluation of the effectiveness of the message. If

the audience is unable to understand the message or does

not respond appropriately the message is to be altered

and resent.
Feedback is essential in communication so as to know

whether the recipient has understood the message in

the same terms as intended by the sender and whether

he agrees to that message or not.

There are a lot of ways in which a company takes

feedback from their employees, such as Employee

surveys, memos, emails, open-door policies, company

newsletters etc. Employees are not always willing to

provide feedback. The organization has to work a lot to

get accurate feedback. The managers encourage feedback

by asking specific questions, allowing their employees to

express general views, etc. The organization should be

receptive to their employee’s feedback.

A manager should ensure that feedback should:

1. Focus on a particular behaviour - It should be

specific rather than being general.

2. Impersonal - Feedback should be job-related; the

manager should not criticize anyone personally.

3. Goal-orientedted - If we have something negative

to say about the person, we should always direct it

to the recipient’s goal.

4. Well timed - Feedback is most effective when there

is a short gap between the recipient’s behaviour

and the receipt of that feedback.

5. Use “I” statements – The manager should make

use of statements with the words like “I”,

“However” etc. For example instead of saying “You

were absent from work yesterday”, the manager

should say ”I was annoyed when you missed your

work yesterday”.
 6. Ensure understanding - For feedback to be

effective, the manager should make sure that the

recipients understand the feedback properly.

While giving negative feedback to the recipient, the

manager should not mention the factors which are not in

the control of the recipient.

 FACTORS AFFECTING EFFECTIVENESS OF

COMMUNICATION

There are several factors that affect the process of

communication and make it less effective. Below are a few

factors that make communication ineffective.

1. Status / Role of the communicator - The sender and

receiver of a message may be of equal status within a

hierarchy (e.g. managers in an organisation) or they may

be at different levels (e.g. manager/employee,

lecturer/student, business owner/clients).This difference

in status sometimes affects the effectiveness of the

communication process. This is mostly because of

psychological hestiation or simply put, an ego that

prevents individuals from listening to each other.

2. Cultural differences between the sender and

receiver of messages - Cultural differences, both within

or outside the organisation (for example, inter-

departmental dealings and communication with outside

organisations or ethnic minorities) may impede the

communication process.

3. Choice of communication channel to convey the

message - Sender should choose the most appropriate

channel for a particular purpose and keeping the

person/receiver in mind. Sending messages via

inappropriate channels can send out wrong signals and

end up creating confusion. For example, if the sender uses

modern techniques, he should make sure that the receiver

is aware of using the same. If the receiver is not aware of

using the new technique then the entire process is a

failure.
4. Length or duration of communication - The length of

the message also affects the communication process.

Sender need to be sure that it serves the purpose and is

appropriate for the receiver. Ask yourself this question,

"Is the message too long or too brief?"

5. The language used to communicate - The language

used must be familiar to the receiver. Poor choice of

words or weak sentence structure also hampers

communication. Sentences must be framed correctly.

6. Individual Perceptions / Attitudes / Personalities of

the people involved in the process - Sometimes, the

method of communication needs to take into

consideration the receiver's personality traits,

perceptions, age and preferred style.

For example -The elderly and children, have different

communication needs and preferences when compared to

young adults.

7. Familiarity of the receiver of the message - Whether

the receiver is known or unknown to sender also plays a

major role in determining the effectiveness of the

communication. A known receiver may be better able to

understand the message despite having insufficient

information as both sender and receiver have common

experiences. An unknown receiver, on the other hand,

may require more information and time to decode the

message.

Business communication is the expression, channeling,

receiving and interchanging of ideas in commerce and

industry. This exchange becomes fruitful when the

receiver understands the meaning of the message in the

way the sender encoded. However, several factors distort

the meaning of a message in business.

A few of the factors are:

• Cultural Diversity - When people from different

cultural backgrounds communicate the chance of

misunderstanding and wrong interpretation of the

message is higher. Large corporations and MNC’s

usually have a culturally diverse workforce. Also,

they deal with many nationalities.

Misunderstanding of messages can lead to a very

troubling situation for a company. Companies can

take some measures to avoid this problem.

• Misunderstanding of Message - Communication in

business also fails when people assign different

meanings to the same word. Such a

misunderstanding happens when technical words

or jargons are used. Moreover, people may

intentionally misinterpret the inner meaning of

words. Misunderstanding of the message is a

common thing in communication but it could create

a problem for the company. So, messages must be

prepared properly and there should be a feedback

system.

• Emotional Difference - Emotions and feelings of the

parties involved in communication significantly

affect the meaning of communication. For example,

 physicians are usually less emotional to the patient

than those of the relatives of the patients.

• Past Experiences - The experience of previous

communication strongly determines the

effectiveness of further communication between the

same sender and receiver. If either of the parties

has a bitter experience, further communication

between them is likely to be ineffective.

• Educational and Intellectual Difference - The

difference in the informal educational and

intellectual level of the sender and receiver also

influences the meaning of communication. If they

have similar educational qualifications,

communication will be effective. Because they are

likely to hold similar perceptions, understanding,

feeling, thinking, view, etc.

• Group Affiliations - Differences in group-affiliation

also affect communication in business. If sender and

receiver belong to different formal or informal

groups, communication between. They may become

less effective. For example, communication between

trade union leaders and managers may fail simply

because of their hostile attitude to each other.

Similarly, informal group relationships based on

religion, gender, and region, age, etc. can affect

business communication.

• Positional Differences among the Personnel - If the

sender and receiver hold different positions in the

hierarchy, communication between them may fail.

 Sometimes we see that for the purpose of

maintaining the formality it the organization, some

people go too far. For example, superiors usually

pay less attention to any message from their

subordinates. Also, subordinates try to avoid any

instruction from the superiors to avoid the

workload and responsibilities.

• Functional Relationship between Sender and

Receiver - The functional relationship between the

sender and receiver significantly affects the

meaning of communication in business. If the

sender and receiver belong to different functional

departments or areas, the receiver may not

understand the sender’s message. For example, the

finance manager may not clearly understand the

message of the product design manager; quality

control manager may not understand the message

of accountants.

Business communication is the expression,

channeling, receiving and interchanging of ideas in

commerce and industry. In many ways, the meaning

of business communication can be an influence.

This influence can be positive or negative.

 BARRIERS TO COMMUNICATION

Communication barriers can significantly impact people’s

personal and professional lives. This is particularly

evident now when people around the globe have been

facing social distancing restrictions.

When we are limited to communicating using digital tools

and technologies, communication barriers have an even

bigger impact. However, digital means of communication

are here, and they are here to stay.

Employers across the world are forced to adjust to the

new way of working, and they need to better

accommodate their employees. Therefore, now when we

depend on technology to communicate with our peers and

colleagues, we need to find ways to leverage it and even

use it to eliminate the existing communication barriers.

Communication barriers can include anything that

prevents or disables communicators from delivering the

right message to the right person at the right time or a

receiver from getting the right message at the right time.

There are 3 main categories of communication barriers

that can make effective communication challenging.

• Physical communication barriers include social

distancing, remote work, dEskless work, closed

office doors, and others.

• Emotional communication barriers result from

emotions such as mistrust and fear.

• Language communication barriers refer to how a

person speaks both verbally and nonverbally.

However, these communication barriers present just a

high-level overview of the cause of inefficient

communication. Let’s take a deeper look into some of the

most common communication barriers that employers

face today.

When talking about communication barriers in the

workplace, challenges to effective communication are

more obvious than ever before. Multigenerational

workplaces, the rise of remote work, dispersed

workforce, the introduction of new communication

technology and different employee expectations are just a

few examples of communication barriers that have

emerged in the past few years.

1. Communication skills and styles

People have different communication skills and styles.

Oftentimes, these differences in communication skills can

create communication barriers between the

communicator and the receiver of the message.

For example, while some people may be highly detailed

and specific when communicating, others may tend to

generalize. Even though communication skills are

extremely important, only 18% of employees are

evaluated on their communication skills in performance

reviews.

2. Social distance and physical barriers

As mentioned earlier, many companies now depend on

digital means of communication due to social distancing

and remote ways of working. These physical barriers are

even more evident within organizations with blue-collar

employees without designated working spaces.

Such barriers can go a long way in causing damage to an

organization that doesn’t know how to leverage

technology to eliminate communication challenges.

3. Disengagement

Effective communication is about engagement between

the parties involved in communication. When there is no

engagement from both parties, this ruins the purpose of

effective communication.

Unfortunately, organizations across the world are fighting

the problem of disengaged workplaces. They are

struggling to catch their employees’ attention and drive a

culture of open, engaged, and transparent

communications.

4. Organizational structure
Complex and rigid organizational structures can be the

main culprit for inefficient communication, making it one

of the most common communication barriers. Such

organizations may have inefficient information-sharing

and communication systems, often resulting in

frustration, lack of engagement, and employee

productivity.

If a company is highly hierarchical, information can easily

get siloed, lost or distorted as it travels through each layer

of the hierarchy.

5. Information overload

Too little information is not good, but too much

information can cause even more damage. Yet,

information overload has always been one of the biggest

communication barriers. Moreover, information overload

has proved to have a very negative impact on employees’

well-being, productivity, and success at work.

6. Lack of trust

When there is no trust, there is no effective

communication. In other words, when employees don’t

trust their employers, leaders, or managers,

communication suffers.

This is the reason why one of the main goals for

organizations across the world has become to build trust

in the workplace. Yet, many employers still have a long

way to go to become more trustworthy.

7. Clarity, consistency, and frequency

Communications professionals need to understand the

importance of clear, consistent, and frequent

communication. When messages across different channels

are not consistent, trust gets hurt. Employees miss out on

important information or updates when messages don’t

get delivered frequently or in a timely manner.

According to a Gallup study, managers' consistent and

clear communication increases employee engagement.

Another study shows that 4 out of 5 employees surveyed

want to hear more frequently about how their company is

doing, and more than 90% of employees surveyed say

they would rather hear bad news than no news.

8. Listening

Communication should always be a two-way street.

Moreover, listening is often much more important than

speaking. Yet, many companies still don’t understand the

importance of encouraging employees’ share of voice and

the value of their feedback.

Those who drive and nurture the culture of open

workplace communication enjoy a happier, healthier, and

more engaged workforce.

9. Wrong communications channels

There are many different communication channels people

use nowadays. The same is true for companies, especially

large enterprises. Such complexity in the communication

ecosystem makes it hard for employers to make sure that

they use the right channels to inform their people and

deliver relevant information in a timely manner.

As the result, the average employee spends around 20%

of their time searching for internal information.

10. Demographic and cultural differences

The way people interact with each other can vary

depending on demographic and cultural differences. If

communicators are not aware of these differences,

communication barriers will arise.

Hence, it is important to find common ground for effective

communication and adapt effectively to the organisation's

work culture.

11. Wrong communication technology

Communication technology can make or break any

organization’s communication strategy. In the sea of

available technology, employers need to be able to find

and implement solutions that best fit their organizational

needs and goals.

Luckily, modern internal communications solutions are

made to tackle the biggest communication barriers.

12. Lack of personalization

Lack of personalization is one of the biggest reasons why

disengagement happens. When receivers get information

that is not relevant to their nature of work or messages

that are of no interest to them, they are much more likely

to ignore future communications coming their way.

13. Grapevine communication

American Management Association estimates that 70% of

all organizational communication emanates through the

grapevine. Moreover, most people deem it trustworthy as

well.
This informal type of communication may have a

significant impact on your people, your business

performance, and your ability to build trust with your

employees. Therefore, it is crucial for employers to

understand the power of grapevine communication in

order to be able to control and manage it effectively.

5 Ways to Eliminate Communication Barriers in the

Workplace

Communication barriers can never be completely

eliminated. However, there are ways to reduce their

negative consequences and make communication more

streamlined and effective.

Digging deeper into the causes of barriers in

communication and a better understanding of people’s

communication preferences are the most important

prerequisites for effective communication.

Let’s now take a closer look at the 5 ways to tackle

communication barriers in the workplace.

1. Understand your multigenerational workforce -

Since these generations have different communication

preferences, neglecting to adjust to them forms an

inevitable communication barrier. We need to better

understand these differences and adapt to them in order

to make communication more efficient.

For example, millennials and gen Z employees are used to

having personalized news feeds on social media. They like

to build online communities, share insights, and look for

recommendations on their favorite social channels. This is

the communication experience they also expect from their

employers.

2. Make communication more agile - Earlier, we saw

that highly hierarchical organizations can struggle with

communication more than those within which

information flows freely. In today’s ever-changing world,

it is extremely important to implement more agile means

and ways of communication.

Information should always flow both ways, upward

communication should continuously be encouraged, and

employers should be able to quickly reach their target

audiences.

3. Create and share engaging and personalized

content - People want to consume authentic, engaging,

and fun content. The days when we would just send mass
emails to the entire workplace are dead. Moreover, 26%

of employees view email as a serious productivity killer.

In their personal lives, people consume media in

increasingly smaller bites. Long-form content is still here,

but social media has shown us that organizations need to

share messaging in people’s preferred formats, including

video, infographics, webinars, podcasts, and memes.

Additionally, content irrelevancy also creates barriers to

communication. Yet, many organizations don’t have ways

to better segment their internal audiences based on

various criteria such as age, location, job function,

language, interests, and preferences. Hence, irrelevant

content can be the biggest cause of disengagement and

poor workplace experience.

4. Switch to mobile-first communication - Since

communication is highly digital today, we need to better

understand people’s preferred communication devices in

both their personal and professional lives.

Millennials, who are the largest generation in the US

labour force, are projected to represent 75% of the global

workforce by 2025. They and generation Z both grew up

in the technological age; they are always connected and

can’t spend a few hours away from their smartphones.

Moreover, they check their phones 150 times a day!

Therefore, switching to mobile-first communication can

go a long way to eliminating some of the most significant

communication barriers.

5. Use the power of data and technology - We need to

better understand how to leverage digital means of

communication. Yet, many organizations don’t have

access to the new and modern communication technology

that enables them to do so.

Since the communication ecosystem has become highly

complex, employees expect their organizations’

communication tech stack to work in the cloud and be

highly integrated. For example, instead of having multiple

communication channels such as email, intranet, Slack,

Yammer, Microsoft Teams, document-sharing tools, and

others, we need to look for ways to consolidate them all

into a single communications platform.

Additionally, having access to communication data and

insights are a powerful way to find, assess, manage, and

reduce many communication barriers.

 PRINCIPLES OF EFFECTIVE COMMUNICATION

The effectiveness of a system is measured in terms of its

objective achievement.

Therefore, an effective communication system is one

which achieves its objectives. Communication is effective

where there are no barriers to communication.

The message should be clear and complete.

Communication should always be consistent with the

enterprise's objectives, policies and programmes.

Communication is effective when the workers are

receptive to it and can give relevant feedback.

Principles consist of the validated guidelines used in

performing different tasks or functions to achieve pre-

defined goals. To make communication effective, a few

principles or guidelines of communication are defined

that should be followed. One can convey his/her message

more precisely if the communication is clear and effective.

The same applies to an organization or business point of

view. Below are the basic principles of communication

that are also known as the 7 C's of communication:

The 7C's of Communication

1. Principle of Conciseness

The principle of Conciseness states that the message

should be taken in brief form. In other words, the message

or information should be spoken completely in such a

way that it is taken to the desired audience or receivers in

minimum words or signals. When this principle is

followed, it saves a lot of time and money for individuals

as well as organisations. It also helps in understanding the

message without any cliches. This way, it is more suitable

to understand the brief message by the receiver as well.

2. Principle of Clarity

Clarity of communication is an important point to be

remembered in business communication. The clarity

principle of communication ensures focus on a specific

message at a time. So, the message that is being

transferred should be clear. It will also help the receiver

to easily understand the given idea. Whether the

communication is written or oral, it should have clarity of

data.

3. Principle of Correctness

One can understand or interpret better if the message is

accurate. A piece of correct information boosts the

confidence of the sender as well as the receiver of the

message. Accuracy increases the trust between the sender

and receiver. Since the information is verifiable, the

receiver will be open to communication in all future

situations also.

4. Principle of Concreteness
A clear and definite message is a concrete message. The

concreteness principle of communication states that in

communication, the message should be brief, to the point,

and precise. Concrete communication may contain facts

and numbers to support the message or idea. As the

message is strong and exact, there are minimal or zero

chances of miscommunication.

5. Principle of Completeness

The next principle of communication states that effective

communication will have a complete process of

communication . A message is said to be complete when

the recipients receive all the necessary information they

want to be informed of. It also consists of a call to action

i.e. a statement that is specifically meant to get an instant

response from the receiver. The facts and figures in

messages are also part of it. The more complex

communication sometimes requires additional

information or more elaboration so that there is no doubt

for the audience or receivers.

6. Principle of Courteousness

The principle of courteousness states that while

communicating, the sender should show respect to the

audience or receiver. So, the sender should be polite,

enthusiastic, reflective, and sincere. Being courteous is

when the sender takes care of their own and the

receiver's feelings. These messages are focused on the

audience, positive and unbiased.

7. Principle of Coherence
The communication should be coherent, i.e., consistency

and logic should be part of the sender's message. Without

being logical or coherent, the main purpose or idea

behind the message can't be conveyed properly. All terms

of the message should be interconnected and relevant to

the message being conveyed. Moreover, consistency

should be maintained in the communication flow.

 DYADIC COMMUNICATION, FACE-TO-FACE, &

OTHERS

Dyadic communication is two people interacting

directly about a common subject. It is an interpersonal

discussion. There are two types of dyadic communication:

formal and informal. The type of communication affects

the approach.

• Formal communication takes place at interviews

or during therapy. It can occur in person or over the

phone. It can also happen when a manager gives

instructions or dictates information for his

subordinates to follow or note down. This type of

communication is often between a person of power

and his juniors.

 • Informal dyadic communication refers to talking

to friends or family members. When you talk over

video chat, make phone calls, or share memories,

you have dyadic communication.

Face-to-face communication is the process of conveying

messages in person, without using any medium or

technology. The direct presence of the conveyor of the

message promotes better communication. The body

language, non-verbal symbols, tone and facial expressions

of the speaker enhances the process. Thus the process is

extremely effective. Today, post pandemic period,

technology has given us an alternative option like

conference calls using videos through various platforms

like Zoom, MS Teams. Google Meet, etc. This creates a

virtual presence of the people who need to be involved in

the communication. Thus video calls too have slightly

become a face-to-face interactive tool today.

Below are a few of the advantages of face-to-face

communication.

• All the employees will feel involved

• It has less scope for miscommunications

• It is faster, spontaneous and effective

• It is flexible and so keeps the audience engaged

• There is immense trust built between the sender

and receiver

• There is lot os scope for persuading the receiver to

accept the intended message

Despite so many advantages, below are a few of the

disadvantages.
 • With increase in crowd the communication is

diluted

• The meeting has to be planned and scheduled

according to the availablity of the participants

• There are chances of crowd distractions or

boredom

Apart from the major modes of communication known in

general, there are a few more abstract modes of

communication like Aural, Spatial, Gestural, etc.

Aural mode refers to the noise that accompanies or

surrounds a speaker. When a speaker is trying to convey a

message if there is a secondary noise, the communication

might get affected. On the other hand if the secondary

noise is complimentary, like a mild music played in

background when a person is giving a discourse, it is

welcomed.

Spatial mode refers to the arrangement of elements in

space. It involves the organization of items and the

physical closeness between people and objects. A good

example of the spatial mode might be the different ways

in which chairs and desks are arranged in a classroom.

Gestural mode refers to the way movement is

interpreted. Facial expressions, hand gestures, body

language, and interaction between people are all gestural

modes. This plays a very important role in face-to-face

communication.
 UNIT 2 - BUSINESS CORRESPONDENCE

This unit will deal with the following.

• How to draft business letters and emails

• Different types of business letters

• Using tools like mind maps

• How to draft an effective Resume while applying for

a job
 HOW TO DRAFT LETTERS & EMAILS

Today written communication is widely replaced by

emails. Though the pen-paper concept is almost on the

verge of diminishing, the etiquette remains the same.

E-mail etiquette means the standardized norms of

behaviour to be followed while writing and answering an

email message. It is the basic principle of behaviour or code

of conduct for email communication. Mail-writing

etiquette varies from person to person and from

organisation to organisation. The tone and style of writing

are different for business and personal purposes. With

these etiquetes in mind, one can draft effective emails and

letters.

RULES OF E MAIL ETIQUETTE

1. SUBJECT LINE

The subject line is the lifeline for an e-mail as the recipient

will decide whether to open, forward, file or trash a

message. The subject line should be short, informative and

not vague or misleading.

2. AUDIENCE

The tone and style of e-mail depend upon the audience to

whom a mail is sent. The audience may be a customer,

supplier, creditor, debtor, banker, employee, employer or

Government organisation. The e-mail must be drawn to

suit the audience it is intended for.

3. FOCUS

E-mail should focus on the point of the subject matter. Long

messages will not be read fully. Posting multiple messages

or lengthy paragraphs will defeat the purpose for which it

is sent. Words have to be chosen carefully with utmost care

and concern.

4. READABILITY

Standard capitalization, correct spelling, proper line

spacing between paragraphs and correct font styles

enhance the readability of mails to a great extent. It is

considered that using active voice than passive voice will

give effectiveness to the messages.

5. ATTACHMENTS

Attachments are not attractive. Unless otherwise it is

essential, attachments are not advisable as it take time to

download, occupies space, virus problems etc.

6. IDENTIFICATION
Sender of email should give clearly the identification of

his/her name, designation and organisation in the

beginning of email. The purpose of sending the mail has to

be presented in a logical manner with focus.

7. PRIVACY

Private information has to be kept private. It is essential to

remember not to mark cc or bcc for a private or a

confidential message. The concept of ‘Praise in public and

criticize in private’ is a golden rule for email etiquette.

Highly confidential matters or tenders cannot be discussed

over the mail as hackers and malicious criminals may

easily hack it.

8. RESPONSE
Timely response to mail will make the organization as

professional and courteous. Immediate response is

appreciated whether it is positive or negative as it saves

the unnecessary waiting time. The faster the response to

mail will increase the business opportunities to a greater

extent. It should be understood that there is a difference

between “reply” and “reply all”. Unnecessary delay in

sending the response may lead to loss of business

opportunities, customer confidence, business orders etc

DIFFERENT TYPES OF LETTERS

CALLING FOR QUOTATIONS

A letter inviting quotations is drafted when an

organisation or a firm wants to purchase products. The

letter of quotation is drafted to various firms asking for

the details and specifications. The purchase order will be

sent after analysing the letters from the various firms. If

there are any queries, a letter seeking clarification is

drafted. A complaint letter is drafted if there are any

variations or contradictions in the order.

Example:

Letter inviting quotation for furniture items.

Kamalam Transports and Parcel Service Pvt. Ltd

63, Dr.Nanjappa Road

Coimbatore.

20 September 2022

Mr.Senthil Kumar

The Purchase Officer

The Sales Manager

Damco Furniture

Anna Salai

Chennai

Dear Sir,

Sub: Quotation for furniture- Reg.

We are interested in the purchase of furniture for our new

branch office. Having heard about your company from

your advertisement in the ‘Furniture Springs’ published

on 17 September 2022, we kindly request you to quote

your lowest prices for the items mentioned below before

3 October 2022.

Kindly furnish the following details along with the

quotation:
Minimum time required for the delivery of goods

Any additional taxes quoted along with the prices if any.

• Mode of transport by which the goods would be

sent

• Insurance of the goods delivered

• Mode of payment preferred by your company (

cheque/cash)

• Packaging and delivery charges

• Contact terms

We look forward to hearing from you at the earliest.

Yours sincerely

(sign)

Senthil Kumar
 The Purchase Officer

EXERCISE:

1. The Department of Scientific and Industrial Research

intends to procure Stationery items. As the Purchase

Officer of the Department, draft a letter inviting

quotations from Maruthi Stationery World, Parrys Corner,

Chennai. Invent relevant details.

SEEKING CLARIFICATION

Kamalam Transports and Parcel Service Pvt. Ltd

63, Dr.Nanjappa Road

Coimbatore.
 3 October 2022

Mr.Senthil Kumar

The Purchase Officer

The Sales Manager

Damco Furniture

Anna Salai

Chennai

Dear Sir,

Sub: seeking clarification- Reg.

We received the letter enclosing the quotations on 1st

October 2022. The letter has been furnished with all the

details. However, we seek certain clarifications.

It would be better if you could clarify the following in

detail.

1.

a. Insurance of the goods delivered

b. Any additional taxes quoted along with the

prices, if any

We would be glad if there is any discount for the items we

have ordered for.

I would appreciate your immediate attention to this

matter.

Yours sincerely

(sign)

Senthil Kumar

The Purchase Officer

Exercise:

1.Write a letter seeking clarification on the quotation

received from Maruthi Stationery World, Parrys Corner,

Chennai. Invent relevant details.

PLACING ORDER
 Kamalam Transports and Parcel Service Pvt. Ltd

63, Dr.Nanjappa Road

Coimbatore.

10 October 2022

Mr.Senthil Kumar

The Purchase Officer

The Sales Manager

Damco Furniture

Anna Salai

Chennai
Dear Sir,

Sub: Placing order- Reg.

Please accept our thanks for clarifying the doubts. We

have pleasure in placing the order for the following:

We are anxious to have this order delivered immediately.

It would be helpful if you could come in person to receive

the cheque. Please confirm receipt of our order.

Thank you

Yours sincerely

(sign)

Senthil Kumar

The Purchase Officer

Exercise:

As the Purchase Officer of the Department of Scientific

and Industrial Research, draft a letter placing an order for

the stationery items from Maruthi Stationery World,

Parrys Corner, Chennai. Invent relevant details.

COMPLAINT LETTER

Kamalam Transports and Parcel Service Pvt. Ltd

63, Dr.Nanjappa Road

Coimbatore.

16 October 2022

Mr.Senthil Kumar

The Purchase Officer

The Sales Manager

Damco Furniture

Anna Salai, Chennai

Dear Sir,

Sub: Complaint on the furniture items- Reg.

I am delighted to inform you that the order has been

delivered on the said date. The reception seating you have

delivered is not the one we ordered for. I'm afraid it would

not be possible for us to begin the work. Please let me know

what action you propose to take. It would be grateful if you

could send us the set that we ordered for as soon as

possible.
Thank you

Yours sincerely

(sign)

Senthil Kumar

The Purchase Officer

Exercise:

Write a letter of complaint to Maruthi Stationery World,

Parrys Corner, Chennai on the defects in the items

delivered. Invent relevant details.

1. PERMISSION FOR PRACTICAL TRAINING

Practical Training is defined as alternate work/study,

internship, cooperative education, or any other type of

required internship or practicum which is offered by

sponsoring employers through cooperative agreements

with the institutions.

Example:

Chennai

October 1, 2022

R.Sashi Kumar

ABC College of Management

Sholinganallur
Chennai.

The HR Manager

The Blue Elephant

Chennai

Sir,

Sub: Requisition for Practical Training- Reg.

I am a final year student of MBA at ABC College of

Management. It is a part of our curriculum that we have to

undergo practical training for two weeks with an

organisation related to our field of study. I am keen to

learn about the various marketing and advertising

strategies from experts on your team.

It has been my passion to do my training with Blue

Elephant since you are one of the leaders in advertising.

The practical training under your supervision will help

me gain good knowledge. Kindly grant me permission to

undergo training in your esteemed company from

17.10.2022 to 31.10.2022.

I assure you that I shall abide by the rules and regulations

set by your company

Thanking You,
 Yours Sincerely,

(R.Sashi Kumar)

Exercise

1.As a class representative write a letter to a reputed

industry seeking permission to visit them. Invent relevant

details like the date and time of your visit, field of study,

and the reason for choosing them.

HOW TO USE MIND MAPS

SAMPLE MIND MAP

A mind map is a visual representation that is used to

organize information into a definite order to show the

relevance of individual concepts to one major concept.

There are several free online sites that offer designing

mind maps according to the user's needs. Given below are

a few simple ways to make a mind map.

6 Easy Steps to Make a Mind Map:

1. Enter the Main Topic. Start by entering the main

subject in the center of the mind map, for instance

“Capitals of the world”.

2. Brainstorm Topics. Create main branches to enter

your topics such as “London”, “Paris”, “New York”

and “Beijing”. Do not worry about the order of the

topics.

3. Create Sub-Topics. Elaborate on your topics by

creating sub-topics. Make sure to use very short

phrases or even single words.

4. Rearrange the Topics. Most software tools allow

you to drag-and-drop branches if you need to

 rearrange the topics in your mind map. This will

enable you to structure the topics that you

brainstormed.

5. Add Images and Formatting. According to the mind

mapping theory, images and colors improve

memory retention. You can use different colors and

fonts and place images on branches.

6. Notes and Research. Take notes to your topics and

attached research files - if your mind mapping

software allows you to.

Mind mapping can be used for generating, visualising,

organising, note-taking, problem-solving, decision-

making, revising and clarifying your university topic so

that you can get started with assessment tasks.

Essentially, a mind map is a great strategy for students to

'brainstorm' a topic.
MIND MAP TO PREPARE FOR AN INTERVIEW

Exercise:

Create a mind map for the following concepts.

1. Career Planning

2. Future Plans

3. Marketing a new product

4. Controlling pollution

5. Improving education system

 JOB APPLICATION, COVER LETTERS & RESUME

LETTER OF APPLICATION

A letter of application should have a cover letter and a

resume/bio- data/ Curriculum Vitae.

Cover Letter:

A Cover Letter is a document to provide additional

information on one’s skills and experience.

A Cover letter typically provides detailed information on

the applicant.

When writing a cover letter, the following should be

included:
 • First Paragraph: the purpose of writing - mention

the job one is applying for and where the listing was

found.

• Middle Paragraph(s): special skills for the job-

mention why one’s skills and experience are a good

fit for the job.

• Last Paragraph: Say thank you to the hiring

manager for considering and note how you will

follow up.

Resume:

The word comes from the French ‘resume’ means

‘summary’. A resume is a summary of a person’s

educational background, skills and work history for a

potential employer. The purpose of a resume is to seek

employment. A typical resume contains a summary of

relevant job experience and education.

Biodata:

A biodata is information regarding an individual's

education and work history, especially in the context of a

selection process.

A Curriculum Vitae

A curriculum vitae (CV) provides an overview of a

person's experience and other qualifications. A CV is

commonly used in European countries while a resume is

popular in the US.

Cover Letter – Format

Place
Date

Your Contact Information

Name

Address

City, State, Zip Code

Phone Number

Email Address

Employer Contact Information

Name

Title

Company

Address

City, State, Zip Code

Salutation

Dear Mr. / Ms Last Name or Dear HR Manager

Content of the Cover Letter

The cover letter's content lets the employer know the

position one is applying for, why the employer should

select the applicant for an interview, and how the

applicant will follow up.

Complimentary Close

Respectfully yours,

Signature

Handwritten Signature (for a mailed letter)

Name of the Applicant

 Sample Cover letter

Chennai

18th January, 2023

S.D.Himesh Kumar

D3, Alpha Gardens

Green Avenue

Teynampet

Chennai

The HR Manager
TATA Consultancy Services

Karapakkam

IT Highway

Chennai

Sub: Applying for the post of Junior HR Executive-Reg.

Sir,

I am applying for the post of Junior HR Executive with

reference to the advertisement in ‘The Hindu’ dated

17.1.23.

I am qualified with an MBA in Marketing & Advertisement

from Puma College of Management, affiliated with Omega

University. I possess comprehensive knowledge of

marketing and advertising as well.

My biggest assets are my communication skills,

Interpersonal skills, innovative approach and quick

adaptability to changing processes and trends.

I am seeking a challenging job that will synergise my skills

and experience with the objectives of the organisation.

The above credentials and my enclosed resume make me

ideally suitable for a position in your organisation. I

eagerly await an opportunity for a personal interview.

Thanking you in anticipation of a favourable reply.

Yours sincerely,

Himesh Kumar.
 Rules for an Effective Resume

DO'S

• A resume should be easy to read. Use concise,

unambiguous sentences and avoid overwriting. The

reader is likely to be busy and not inclined to

struggle through flowery prose.

• The length of the resume should be not more than

two to three pages. A three-page resume should be

considered only if it is absolutely necessary to do

justice to one’s career experience.

• Past accomplishments and skills should be

highlighted to get the desired results.

Accomplishment statements must grab the reader

and quantify the results.

 • Be honest. Don't lie about your past experiences or

exaggerate your involvement.

• Edit and proofread meticulously.

• Focus on information that's relevant to one’s own

career goals. If you're making a career change,

stress what skills are transferable to support your

new career objectives.

• Neatness counts. A resume should be typed or

word-processed or even printed.

• The tone should be formal.

DON'TS

• If you're considering enclosing a photograph of

yourself, don't! It's not necessary.

 • Avoid odd-size paper or loud colours. 8 1/2 X 11-

inch paper is appropriate in white, buff or beige.

Also, be sure to use good-quality paper.

• Avoid clichés and jargons.

• Don’t use personal pronouns “I”, “my”, or “me”

• Don’t repeat the same action words throughout the

resume. Instead of using the verb developed or led

over and over, pull out your thesaurus and mix in

terms like accelerated, delivered, directed,

established, initiated, or re-engineered.

SAMPLE RESUME

S.D.Himesh Kumar

D3, Alpha Gardens, Green Avenue,

Teynampet
Chennai

Contact no : +91-9881234567

Email Id:[email protected]

CAREER OBJECTIVE:

Seeking a position to utilize my skills and abilities in the

Information Technology Industry that offers professional

growth while being resourceful, innovative and flexible.

EDUCATIONAL QUALIFICATION:

• MBA in Marketing & Advertisement (2017-2019)

from Puma College of Management affiliated to

Omega University with 78% aggregate.

• Higher Secondary Education: CBSE Board (2014)

with 83.4% aggregate.

PROFICIENCY:

• Languages : Tamil, English, Hindi

• Operating Systems : MS apps

• Web Designing : JAVA,HTML,XML, Adobe apps

ACHIEVEMENTS:

• Stood First in Inter College Group Discussions.

Topic: The affect of cinema on the present generation

• Participated in MicroManage-2018, a national level

event for Management students

• Participated in college and school level debate and

essay competitions and received several certificates

and awards

PROJECT PROFILE:
Project: Real Time Clock using Microcontroller AT

89C51,IC DS 1307 and I2C bi-directional bus.

PERSONAL SKILLS:

• Comprehensive problem solving abilities.

• excellent verbal and written communication skills.

• ability to deal with people diplomatically.

• willingness to learn

• team facilitator

• hard worker.

EXTRA CURRICULAR:

• Badminton Champion in Inter school competitions.

(1998)

• Captain of school cricket team.

 • Event organizer in all school and college annual day

functions and other technical events.

PERSONAL PROFILE:

Name : S.D.Himesh Kumar

Father’s Name : S.Dev Anand

Mother’s Name : R. Seetha Anand

Nationality : Indian

Date of Birth : 21.Sep 1983

Hobbies : Reading, Travelling

Languages Known : Tamil, English and Hindi

REFERENCES: 1. Dr. K.Ganesh

Head of the Department

Department of Management Studies

Puma College of Management

Chennai- 600101

2. Mr.Prabhu Das

Tech Lead

DCO Solutions,

Hyderabad.

DECLARATION:

I hereby declare that the above written particulars

are true to the best of my knowledge and belief.

Yours Sincerely,
Place: Chennai. (S.D.Himesh Kumar)

Date: 18.1.23

Exercise:

1.Write a letter of application for the following

advertisement. Enclose a resume for the same.

• Post: Sr. Executive - HR

Place: Hyderabad, India

We are now seeking a high-quality MBA graduate or

equivalent with great interpersonal skills to join our

existing team, based in Hyderabad.

Contact Address: HR Manager, Sigma Solutions, Level 1,

Road No.6, Banjara Hills, Hyderabad.

 UNIT 3 - BUSINESS REPORTS & PROPOSALS

This unit will give an account of how to draft reports for

various business scenarios.

 REPORTING OF BUSINESS-RELATED DATA

INTRODUCTION

Reporting is the art of collecting and presenting business-

related data for the purpose of analysis and interpretation.

The data may be collected from primary sources or

secondary sources. Primary data are collected for a specific

purpose at a specified time for the first time, while

secondary data is the adoption of data collected by various

agencies or bodies for business purposes. The data

collected cannot be immediately presented and analysed.

The data has to undergo various steps of refinement to

make it presentable and make meaningful inferences for

the purpose of decision-making in business. The various

steps of refinement of data are listed below:

 1. SELECTING AND USING RELEVANT DATA

The integrity of data is based on selection of suitable data

for business. Selection of relevant data consists of

determination of appropriate data type, source and

suitable instrument to collect data. A person has to

understand the nature of the business need whether it is

for production or marketing or finance for the purpose of

deciding appropriate data and decide the source of its

accessibility. The cost involved in collection of data and

accessibility to data also plays a key role in deciding

relevant data for the purpose of analysis. The data

collected may be quantitative or qualitative. The

inappropriate data collected will lead to distorted findings,

misleading the decision makings and affect the policy

decision of a company. Hence utmost care and diligence is

a prerequisite in deciding the appropriate data. The

relevant data should be capable of answering the following

questions:

1. Whether it is suitable for the specified purpose?

2. Whether the scope of the data parameters is

determined?

3. What type of data has to be considered?

(Quantitative, Qualitative or both)

2. ORGANISING IDEAS AND INFORMATION

The data collected will be in raw form. It needs organizing

on some basis to make it usable and meaningful.

Managing voluminous data is a herculean task. An

efficient and effective organisation of ideas and

information collected facilitate presentation in an

integrated and understandable manner. The organising of

data emanates numerous benefits like saving time,

reduction of errors, cost saving, avoidance of loss of data,

data retrieving etc.,

1. DESCRIBING TABLES AND GRAPHS
TABLES

Tables are arrangement of data in columns or rows in a

tabular form on the basis of logical and concise order. It is

a clear communication of numerical data in a lucid form.

The process of creation of tables is called as tabulation.

Tabulation of data enables space conservation, facilitates

comparison, summates big data, detects errors and

omission and provides a basis for further analysis and

graphical representations. Tabulation can be classified as

simple and complex tabulation. If a table provides

information about one or more groups of data, then it is

called as simple tabulation whereas if the data is divided

into two or more categories, then it is called as complex or

cross tabulation.

GRAPHS
Graphs represent data pictorially, which has two

dimensional relationships. Thus, a graph has at least two

axes, X and Y. X axis represents horizontal while Y axis

represents vertical. Graphs can utilize various colours and

shades for enhancing the clarity of presentation. Graphic

presentation is understood well by various class of

audience and creates a long lasting impact in the mind of

audience. The trends, patterns and relationships between

the data are demonstrated well through graphs.

TYPES OF GRAPHS
 1. DISCUSSING AND ANALYSING DATA

Data collected is edited, coded, classified and tabulated for

the purpose of analysis. Data analysis is basically a process

of evaluation of data using logical and analytical reasoning

to examine each component of the data collected and

discussed to draw meaningful interpretations for research

findings and suggestions to aid decision makers. The

procedure for qualitative research and quantitative

research are different.

A. QUALITATIVE RESEARCH ANALYSIS

• Content Analysis is appropriate for analysing the

verbal or behavioural data like texts, pictures or

audio/video presentations collected through

interviews.

• Narrative analysis reformulates the information

collected through field notes, surveys, diaries,

interviews and other written forms.

• Discourse analysis analyses the interactions

with people in the social contact. It observes and

analyse the day-to-day environment of the

respondents.

• Grounded Theory develops causal explanations by

studying one or more cases and arrives at statement

that fits logically for all the cases.

B. QUANTITATIVE RESEARCH ANALYSIS

• Descriptive Statistics is the first level of analysis to

summarize and understand the patterns present in

the data through mean, median, mode, percentage,

frequency and range. It is also called as univariate

analysis as it focuses on a single variable.

• Inferential analysis statistically analyse the

manifold relationships between multiple variables

through hypothesis testing, confidence intervals and

regression analysis.

The data analysed through qualitative or quantitative

methods depending upon the nature of data gives

information about the trend, pattern, association and

relationship. A discussion above the data will lead to

interpretation of what is shown in the data and what may

be inferred from the interpretations to give valuable

suggestions to the policy makers and researchers.

2. MAINTAINING COHERENCE AND COHESION

Coherence represents connection of ideas at the

conceptual level while cohesion represents connections of

ideas at the sentence level. The conception of ideas

includes developing theory, supporting with examples,

synthesizing and integrating, organising and clarifying the

doubts. Coherence is concerned about the

conceptualization of the ideas and data. On the other hand,

cohesion focuses on the grammatical aspects of writing.

Arrangement of paragraphs in a logical order and ensure

the beginning and end of each paragraph has a link

between them. The logical arrangement and continuity of

the ideas are strengthened through coherence. Concept

Mapping is a practical tool which helps to improve the

coherence of business writing. The concept map is also

known as reverse outline as the entire outline of the

presentation is listed in this.

Cohesion is concerned about how information is presented

in a sentence form without grammatical mistakes. The tone

of the presentation is decided by the cohesion. Casual

talking, choppy sentence, incomplete sentences,

grammatical errors will damage the image of the

presentation. Good cohesion is capable of building good

image of the presenter while the reverse also has its own

negative impact. Not only sentences but also appropriate

division of paragraphs is also the outcome of cohesion.

Cohesion ensures that words and sentences are stick

together properly. Cohesion is carried down through

repeated words, reference words, transition signals,

substitution and ellipsis.

3. ADOPTING AN APPROPRIATE STYLE AND

LAYOUT IN WRITTEN REPORTS

The reports should be written in a clear, logical and concise

manner. The appropriate style to be adopted should be

open, straightforward and dignified. It should be simple

with short sentences indicating clearly the main objectives.

The written report should use third person as far as

possible. Abbreviation can be used only after they are spelt

out first. The report should be presented with precise

information without ambiguity and misconception. In a

nutshell, it should be easily understandable to a reader.

CHARACTERISTICS OF A GOOD REPORT

1. Objectivity : A good report should adhere to the

objectives stated in the report.

2. Focus : Report should be focused on the main issue

without any deviation.

3. Conciseness : The report should be brief and should

not contain technical jargons or difficult language.

Lengthy reports are not desirable. The purpose of

the report will be defeated if it is presented in a

lengthy way.

4. Clarity : The report should have clarity in presenting

the findings, suggestions and conclusion. This will

 facilitate readers to understand without any

ambiguity.

5. Completeness : If the report is incomplete or

inconclusive, it necessitates redoing the entire

process again. Hence utmost care should be taken to

ensure that the report is complete in all forms.

6. Timeline : The purpose of the report will be

achieved only if it submitted in the specific timeline.

7. Neutral : Prejudice or bias should not creep into the

report. This will ensure neutrality of the report.

LAYOUT OF BUSINESS REPORTS

1.

1. TITLE OF REPORT
It consists of the title of the report, name of the person or

committee preparing the report, month and year of

submission of the report.

1.

1. EXECUTIVE SUMMARY

It is a short summary of the whole report which includes

the objectives, problems under investigation, findings,

conclusion and recommendations. The limitations and

assumption should be placed in the summary. Executive

summary is prepared after finishing the entire report but

placed in the beginning to give snapshot to the senior

managers for decision making.

1.

3. TABLE OF CONTENTS
It list down the main sections of the report with the page

numbers. Table of contents will be essential for a lengthy

report to facilitate reaching specific information at ease.

1.

4. INTRODUCTION

The introduction sets the background stage for the

components of the report. It usually starts with the brief

background information of the report along with the

purpose, scope and outline of the written report.

1.

5. MAIN BODY

The main section of the report clearly discusses the

problem, nature and source of data, methods of data

collection, analysis of the data through tables, charts,

graphs etc., and interpretations drawn from the analysis

with the major findings of the study. The main body of the

report is divided into subsections with appropriate

subheadings.

1.

6. RECOMMENDATIONS & CONCLUSION

The last part of the report presents the recommendations

and conclusion of the reports. They are ordered on the

basis of the problems discussed.

1.

7. REFERENCE

The various resources utilized for the report writing has to

be mentioned in the alphabetical order. The information

retrieved from books, online periodicals, articles should be

mentioned in the reference section.

1.

8. APPENDIX

It is optional and may include technical information related

to the study, questionnaires, plans, tables, charts or graphs

relevant to the report.

4. USING VERBAL AND NON-VERBAL INTERACTION

STRATEGIES IN ORAL PRESENTATIONS OF DATA

AND REPORTS.

The report prepared has to be orally presented in a

meeting for a specific audience. There are numerous

strategies for the successful presentation of a report. They

are broadly classified into verbal and non verbal strategies.

A. VERBAL STRATEGIES IN ORAL PRESENTATIONS OF

DATA AND REPORTS

• PRONUNCIATION

The first and foremost prerequisite for effective oral

presentation is correct and clear pronunciation. The

content may not have clarity if it is not distinctly

pronounced. The speaker should avoid ramming of words

together due to speaking very fast. It has to be presented

in an understandable speed. Further, improper

pronunciation will lead to misunderstanding and negative

impression and make the presentation ineffective.

 • CONCISENESS

Today, no one is ready to listen to lengthy or over

communication. The presentation has to be concise to the

extent possible without either being abrupt or

discourteous.

• LOGICAL SEQUENCE

Presentation of various ideas arranged in a logical

sequence will give clarity to the message. On the other

hand, if the ideas are jumbled then it will create

bewilderment.

• SUITABLE WORD SELECTION

Words may have different meanings for different people in

different contexts. Hence it is important to concentrate on

the selection of suitable words while giving oral

presentation. Words which are simple and familiar to

audience have to be chosen instead of complicated

vocabulary.

• AVOID FILLERS

The fillers are the ’ums’ or ‘ahs’ or some works like ‘you

see’, ‘isn’t it’, ‘what I mean’ and so on. Too much of fillers

may be a distraction. Hence it should be avoided

consciously by the presenter.

• STYLE AND REGISTER

The selection of style and words should match to the

targeted audience. Audience may be educated or

uneducated, technically sound or not, belongs to various

age groups etc., A good oral presenter should tune to the

audience wavelength and match their expectation to be

successful.

B. NON-VERBAL STRATEGIES IN ORAL

PRESENTATIONS OF DATA AND REPORTS

• PERSONAL APPEARANCE

The appearance of the speaker should be confident with a

decent code of dressing. This is the first impression created

for a successful presentation.

• FACIAL EXPRESSIONS
The facial expressions are very important. Audience

watches keenly to the speaker, hence it is necessary to use

an appropriate facial expression which matches the

content.

• INTONATION

The speaker can vary the pitch and volume rate to make

the presentation more interesting and appealing.

• MOVEMENT

The speaker may move across the stage to increase his/her

emphasis and grab attention which will also help to get rid

of the nervousness.

• GESTURES & POSTURE

Gesture and Posture of the presenter should be confident

but not arrogant.

a. Suggested Readings

ppppppppppppp. Kiper, Shirtley. Contemporary

Business Report Writing. 4th ed. Mason, OH: South

Western Cengage Learning, 2009.

ppppppppppppp. Sharma R C and Mohan K.

Business Correspondence and Report Writing, Tata

McGraw Hill ,2002

ppppppppppppp. Cooper, Donald R ; Schindler,

Pamela S, Business Research Methods, Tata McGraw

Hill, 2007.
ppppppppppppp. https://libguides.usc.edu/writing

guide/oralpresentation

ppppppppppppp. https://awelu.srv.lu.se/

b. Multiple Choice Questions

1. __________ refers to the division of data based

on the order of importance carried down.

a. Chronological Order

b. Hierarchy

c. Alphabetical Order

d. Geographical Order

2. Which represents pictorial presentation of

data?
a. Tables

b. Graph

c. Source

d. None of the above

3. Reports should be written in a

a. Clear

b. Logical

c. Concise

d. All the above

1. Which is the last part in the layout of business

report?

a. Title of the report

b. Table of the content

c. Recommendations and conclusion

d. Appendix

2. Which of the following is a non verbal strategy in oral

presentation of data and reports?

a. Intonation

b. Pronunciation

c. Logical sequence

d. Avoiding Fillers

e. Fill in the blanks

1. ____________ is an art of collecting and

presenting business related data for the

purpose of analysis and interpretation.

2. The arrangement of data in rows and columns

is called __________.
 3. __________ represents connection of ideas at the

conceptual level.

4. __________ represents connection of ideas at the

sentence level.

5. The strategies for successful oral presentation

of a report is broadly classified into ________ __

and _____________ strategies.

f. Short Answer Questions

1. How the data can be organised?

2. What are the different types of graphs used in

business report?

3. What are the characteristics of a good report?

4. Explain the verbal strategies used in oral

presentation of data.
 5. State the non-verbal strategies used in oral

presentation of data.

g. Anwer in Detail

1. Discuss the steps in data refinement.

2. Discuss the layout of a business report.

3. “Is oral presentation of a report is effective or

successful” – Discuss.

h. Youtube Link

1. https://www.youtube.com/watch?v=Coe0N2

xb8kk
 2. https://preply.com/en/blog/2018/08/17/ch

arts-graphs-and-diagrams-in-the-

presentation/#scroll-to-heading-0

https://www.slideshare.net/IrfanYaqoob3/strategies-

for-improving-oral-presentation-79931322
 TECHNICAL REPORTS

Technical reports are documents that describe a process,

its results or outcomes, how the process was carried out,

and the various sources that aided in resolving issues. A

technical report is considered a product that comes with

your research, like a guide for it.

The following are the characteristics of a technical report.

• may contain procedures, reviews, research history,

tables, illustrations, graphs, charts, and

explanations of the process

• may have more details than the actual journal of the

process

• might not contain detailed background information

• might have restricted access or may be classified

• may have abbreviations, acronyms and codes

Technical reports are widely drafted by researchers in the

fields of Science, Engineering, Agriculture, Biomedical

Sciences, Social Sciences, Education, etc. Many

government agencies use technical reports to further

study various public concerns.

These reports might be in print or digital format.

Nowadays, all the files are digitized to store for longer.

Importance of Writing a Technical Report

1. Efficient communication

Technical reports are used by industries to convey

pertinent information to upper management. This

information is then used to make crucial decisions that

would impact the company in the future.

Examples of such technical reports include proposals,

regulations, manuals, procedures, requests, progress

reports, emails, and memos.

2. Evidence for your work

Most of the technical work is backed by software.

However, graduation projects are not.

So, if you’re a student, your technical report acts as the

sole evidence of your work. It shows the steps you took

for the research and glorifies your efforts for a better

evaluation.

3. Organizes the data

A technical report is a concise, factual piece of

information that is aligned and designed in a standard

manner. It is the one place where a project's data is

written in a compact manner that is easily

understandable by a reader.

4. Tool for evaluation of your work

Professors and supervisors mainly evaluate your research

project based on its technical write-up. You will surely

bag a good grade if your report is accurate, clear, and

comprehensible. The best results occur when both of

them work together.

How to Write a Technical Report?

Approach

When writing a technical report, there are two

approaches you can follow, depending on what suits you

the best.
Top-down approach- In this, you structure the entire

report from title to sub-sections and conclusion and then

start putting in the matter in the respective chapters. This

allows your thought process to have a defined flow and

thus helps in time management as well.

Evolutionary delivery- This approach is suitable if

you’re someone who believes in ‘go with the flow’. Here

the author writes and decides as and when the work

progresses. This gives you a broad thinking horizon. You

can even add and edit certain parts when some new idea

or inspiration strikes.

Structure

A technical report must have a defined structure that is

easy to navigate and clearly portrays the objective of the

report. Here is a list of pages, set in the order that you

should include in your technical report.

Cover page- It is the face of your project. So, it must

contain details like title, name of the author, name of the

institution with its logo. It should be a simple yet eye-

catching page.

Title page- In addition to all the information on the cover

page, the title page also informs the reader about the

status of the project. For instance, technical report part 1,

final report, etc. The name of the mentor or supervisor is

also mentioned on this page.

Abstract- Also referred to as the executive summary, this

page gives a concise and clear overview of the project. It is

written in such a manner that a person only reading the

abstract can gain complete information on the project.

Preface– It is an announcement page wherein you specify

that you have given due credits to all the sources and that

no part of your research is plagiarised. The findings are of

your own experimentation and research.

Dedication- This is an optional page when an author

wants to dedicate their study to a loved one. It is a small

sentence in the middle of a new page. It is mostly used in

theses.

Acknowledgment- Here, you acknowledge the people

parties, and institutions who helped you in the process or

inspired you for the idea of it.

Table of contents– Each chapter and its subchapter is

carefully divided into this section for easy navigation in

the project. If you have included symbols, then a similar

nomenclature page is also made. Similarly, if you’ve used

a lot of graphs and tables, you need to create a separate

content page for that. Each of these lists begins on a new

page.

Introduction- Finally comes the introduction, marking

the beginning of your project. On this page, you must

clearly specify the context of the report. It includes

specifying the purpose, objectives of the project, the

questions you have answered in your report, and

sometimes an overview of the report is also provided.

Note that your conclusion should answer the objective

questions.

Central Chapter(s)- Each chapter should be clearly

defined with sub and sub-sub sections if needed. Every

section should serve a purpose. While writing the central

chapter, keep in mind the following factors:

Clearly define the purpose of each chapter in its

introduction.

Any assumptions you are taking for this study should be

mentioned. For instance, if your report is targeting

globally or a specific country. There can be many

assumptions in a report. Your work can be disregarded if

it is not mentioned every time you talk about the topic.

Results you portray must be verifiable and not based

upon your opinion. (Big no to opinions!)

Each conclusion drawn must be connected to some

central chapter.

Conclusion- The purpose of the conclusion is to basically

conclude any and everything that you talked about in

your project. Mention the findings of each chapter,

objectives reached, and the extent to which the given

objectives were reached. Discuss the implications of the

findings and the significant contribution your research

made.

Appendices- They are used for complete sets of data,

long mathematical formulas, tables, and figures. Items in

the appendices should be mentioned in the order they

were used in the project.

References- This is a very crucial part of your report. It

cites the sources from which the information has been

taken from. This may be figures, statistics, graphs, or

word-to-word sentences. The absence of this section can

pose a legal threat for you. While writing references, give

due credit to the sources and show your support to other

people who have studied the same genres.

Bibliography- Many people tend to get confused between

references and bibliography. Let us clear it out for you.

References are the actual material you take into your

research, previously published by someone else. Whereas

a bibliography is an account of all the data you read, got

inspired from, or gained knowledge from, which is not

necessarily a direct part of your research.

Proofreading

If you think your work ends when the report ends, think

again. Proofreading the report is a very important step.

While proofreading you see your work from a reader’s

point of view and you can correct any small mistakes you

might have done while typing. Check everything from

content to layout, and style of writing.

Presentation
Finally comes the presentation of the report in which you

submit it to an evaluator.

• It should be printed single-sided on an A4 size

paper. double side printing looks chaotic and

messy.

• Margins should be equal throughout the report.

• You can use single staples on the left side for

binding or use binders if the report is long.

 BUSINESS PROPOSALS

A business proposal is sent from a supplier to a potential

client for the purpose of winning a specific project. It is a

written document that can either be requested by the

client or sent unsolicited.

At heart, a sales document includes all the standard

information found in similar documents like estimates,

bids and quotes.

This standard content includes:

• Scope (what the project does and doesn’t include)

• What the business promises to deliver (services or

products)

• Costs

• Completion date and timelines

The purpose of a business proposal is to win a new

project, often with a new client where there isn’t an

established business relationship.

A business’s proposal is often in competition with

proposals from competitors. So the purpose of a proposal

is also to differentiate you from your competition and

demonstrate the value you’ll provide the prospective

client.

Value could include demonstrating how you’ll save your

prospective client time or money or even help them make

more money.

Often testimonials and examples of past projects are

included to showcase your reputation and what your

business is capable of doing. This type of proof helps build

trust with your potential client.

SAMPLE BUSINESS PLAN PROPOSAL

Melissa Shafer

Founder

SushiWire

Seattle, Washington

PROPOSAL SUMMARY

SushiWire will use existing texting technology to

facilitate making the transfer of small amounts of

money easier and at a low fee per transaction.

BUSINESS DESCRIPTION

SushiWire will facilitate transferring a small amount

of money to another person overseas, and at a minimal

cost. The customer only needs the recipient’s phone

number. While this is attractive to parents of children

who live overseas, it can also be a good micro-

financing option. The simplified method will be used

between phones the same way Red Cross lets you text

to donate to them. The small usage charge will go from

the customer’s phone and signal our program in a text

message if they have connected their phone to

SushiWire along with their bank information.

VISION

To make transfers of small amounts of money simple,

quick, and affordable (only pennies per transaction!).

TARGET AUDIENCE

Users of this service will be mostly students traveling

or living abroad, and their parents. These days, the

tech savvy student will have no problem ensuring their

account is synced to their cell phones. All a parent has

to do is text a dollar amount to one number, and then

approve the transaction.

GOAL

Simplifying the transfer process is paramount to

ensuring the service’s popularity. Using the same

technology as is used to make a donation, the fee is

actually included in the phone bill instead of having to

get approval for a withdrawal from the bank.

SushiWire signals the account the same way PayPal

does, only faster because it uses text for “instant”

availability.

Initial Costs in 1st Year

Infrastructure $10,000

Tech Staff $300,000

Programming $100,000

Marketing $150,000

REVENUE MODEL

Fees are charged at a rate of $0.01 to $0.02 per dollar

transferred, generating as much as $2.00 for a $100

transaction, for example. Most of the transactions

would be small, and the cost to the consumer will be

low, however its popularity, and thus frequency of use,

would produce excellent revenues.

ESTIMATED GROWTH FIRST YEAR

10,000 customers
The average customer makes 2-3 transactions per

month.

The average transaction is $50

FUTURE DEVELOPMENT

To incorporate a mobile app with an email trigger

instead of only a text-triggered way to finance.

For further details and partnership information, please

contact:

Melissa Shafer

[email protected]

888-888-8888
UNIT 4 - CONDUCTING INTERVIEWS & MEETINGS

This unit will deal with the following:

• Tips and tricks to ace an interview

• How to participate effeciently in debates and group

discussions

• All about meetings

 INTERVIEWS

Preparation is the key to putting in a good performance

and securing the job. One should be prepared to project

their efficiency and talents in such a way that the job is

acquired rightfully.

There are different types of job interviews. In some cases,

you'll only need to succeed at one of these to land the role.

In others, particularly at large graduate employers, you

may face several interview formats throughout the

application process.

1. Face-to-face - the traditional and still most

common form of an interview. You'll attend the

employer's office and be questioned on your

suitability for the job by an individual or panel.

Face-to-face interviews usually last between 45

 minutes and two hours and may be preceded or

followed by tests and exercises. Questions may be

strength-based or competency-based.

2. Telephone - often used by employers early in the

application process to filter large numbers of

applicants. If you're successful, you'll typically be

invited to a face-to-face interview or assessment

centre. Expect a telephone interview to last around

half an hour.

3. Video - increasingly popular among large

employers, particularly for applications to graduate

schemes. Video interviews can be live or pre-

recorded and tend to last around half an hour.

These have increasingly been used due to the

COVID-19 pandemic, which saw the majority of

things move online.

 4. Assessment centres - enable employers to

compare the performance of lots of candidates at

the same time. You'll attend an assessment centre

with other applicants and take part in tasks such as

presentations, team exercises and psychometric

tests. Assessment centres usually last a full working

day and have more recently been adapted to be held

online.

There are also some practical things to plan. Exactly when

and where is the interview taking place? Have you

planned your journey and checked the timetables for any

public transport you need to take? Does all your

equipment work for video and telephone interviews?

Avoiding alcohol the night before and having a healthy

breakfast on the morning of your interview will stand you

in good stead. If your interview is scheduled after

lunchtime, make sure you eat something even if you're

feeling nervous - you won't put in your best performance

on an empty stomach.

It's a good idea to do at least one mock interview before

the real thing. Your university careers and employability

service will help you to practice your interview technique.

You can also write and practise answers to common

interview questions with someone you trust - possibly

even recording yourself and then reviewing your

performance.

It's also worth testing your telephone connection and

making sure that your laptop, microphone and any other

technical equipment you need is working and you know

how to use them.

What to take?

• pen and notebook

• your CV and interview invitation

• your academic certificates and work examples if

requested

• photo ID

• breath mints or gum

• a bottle of water

• money for transport and food.

In addition, for online interviews, you may also need:

• laptop/computer

• headset/earphones

• microphone

• log in for the software you need to use.

What to wear to an interview

While many employers expect candidates to dress

smartly, a growing number encourage casual wear at

work, making it trickier than ever to choose an interview

outfit.

What you'll be expected to wear depends on factors such

as the size of the company, the industry it operates in and

the culture it promotes. For example, a small creative

agency may have different standards to a major

accountancy firm.

If you're unsure on the dress code, ask before attending

the interview. The key point to remember is that it's

better to be too smart than too casual. Only opt for a more

casual outfit if you're certain that's acceptable - if there's

any doubt, go for smart business attire. Whatever you

choose, make sure that your clothes are ironed and your

shoes are clean.

For telephone and online interviews make sure you dress

as though the interview is in person. Sitting in your

tracksuit bottoms trying to act professional probably isn’t

going to go too well.

4 ways to make a good impression

As you're preparing for the interview, think about ways

you can show yourself in a positive light:

Punctuality - arriving late will increase your stress levels

and give the employer a bad first impression, so do your

best to arrive in good time.

Positivity and enthusiasm - be polite and professional

with any staff you meet before or after the interview and,
if you're feeling particularly nervous, remind yourself that

the worst thing that could happen is not getting the job.

During the interview, respond to questions with positive

statements, be enthusiastic about the job and avoid

badmouthing your previous employers or university

tutors.

Body language - give a firm handshake to your

interviewer(s) before and after the session. Once you're

seated, sit naturally without slouching in your chair or

leaning on the desk. Throughout the interview, remember

to smile frequently and maintain eye contact.

Clarity - answer all questions clearly and concisely,

evidencing your most relevant skills, experiences and

achievements. It's acceptable to pause before answering a

difficult question to give yourself thinking time, or asking

for clarification if you're unsure what a question means.

When answering, don't speak too quickly.

To help fresh job seekers, The Muse, one of the top-listed

websites, has come out with Top 50 Commonly Asked

Interview Questions. Here are a few from the list. (The full

list is available at 50+ Top Interview Questions and

Answers in 2022 | The Muse)

• Tell me about yourself.

• Walk me through your resume.

• How did you hear about this position?

• Why do you want to work at this company?

• Why do you want this job?

• Why should we hire you?

• What can you bring to the company?

• What are your greatest strengths?

• What do you consider to be your weaknesses?

• What is your greatest professional achievement?

 MEETINGS

Presentation is a form of oral communication in which

select audience is addressed. All the managers and

executives have to make presentation on a day-to-day

basis in the current scenario. To make the presentation

more understandable and impressive, visual electronic

aids such as power point presentation, video clippings,

internet (wherever live sessions are handled) are used. A

presentation includes

1. Presenter or Communicator who delivers the

information

2. Audience or Communicatee who receives the

information

3. Content is the subject part of the presentation

PREPARATION OF PRESENTATION

I. PLAN FOR PRESENTATION

• PURPOSE

The first step in planning an effective presentation is to

understand the purpose of the presentation. Corporate

communicates to its member’s various information,

project allocation, fixation of target, onsite and offsite

project details and placement, new amalgamations or

absorptions, change of positions etc., through meetings

and presentations. The presenter should have clarity of the

purpose of presentation to plan well in advance.

• INFORMATION

When the purpose of the meeting is decided, then

appropriate information related to the topic of

presentation has to be collected from various sources both

internal and external.

• COMPILATION

Information collected has to be compiled through the

process of editing, coding, tabulation and analysis.

Compiled data will help a presenter to draw meaningful

interpretations and inferences for decision making

purpose.

• VISUAL AIDS

The presentation can be more effective and impressive

with the support of visual aids. Visual aids include

diagrams, charts, maps, pictures, video clippings etc. with

proper and suitable colours.

 I. ANALYSIS OF AUDIENCE

Analysis of audience deals with the identification of the

interests, attitudes, level of understanding and educational

level of audience. Effective presentation is possible only if

it is prepared and delivered in an audience-centric

approach. Business managers should study the nature and

attitude of the team members well in advance to prepare

for the successful presentation for the meeting. The

various factors to be considered for analysing the audience

are audience expectations, knowledge of the topic to the

audience, attitude towards the topic and demographic

nature of the audience.

III. CONTENT PREPARATION

The next step is to prepare the content for the

presentation. The message to be conveyed or subject

matter of the presentation should be organised in a

systematic manner with a clear flow which includes:

• INTRODUCTION

An introductory or opening part should include objectives

and an outline of the presentation. The introductory part

should concentrate on the creation of interest in the mind

of the listeners starting with a quote or a short story etc.

Every effort should be directed to make the audience feel

at comfort and ease.

• MAIN MESSAGE

The subject or content has to be presented to the audience

in a clear and understandable manner by

1. Using visual aids

2. Giving real life examples

 3. Highlighting the key points

4. Presenting in an order of sequence

• CLOSING REMARKS

Closing or concluding part of the presentation includes

v. Brief summary of the content

v. Consolidating the presentationConcluding remarks

v. Question and Answer

v. Note of thanks

IV. DELIVERY OF PRESENTATION

The success of any presentation depends on the way in

which it is delivered.

i. MODULATING STYLE
The speaker has to change his/her tone based on the

content and situation. Voice Modulation of the speaker will

gain the attention of the audience. Monotonous tone will

make the audience to feel bored after sometime. The tone

of the speaker and correct pronunciation are of paramount

importance in modulation style of a presentation. While

giving presentation in a meeting, speaking slowly and

clearly will carry the content to the mind of audience

successfully. Stressing important words and intonation

will convey the content to the audience well.

ii. SPEAKING WITH CONFIDENCE

The speaker should make his/her presentation with full

confidence and thereby making the audience to feel that

the facts presented are true and correct. A well prepared

content alone can give confidence. Visiting the venue of

presentation earlier to see its setup and creation of cards

as cues will help to give a boost to the confidence level of

the presenter. Extensive rehearsal and repetitive practice

will increase the confidence of the presenter and the ability

to apply knowledge automatically during the presentation.

Practice not only increases the confidence; on the other

hand it reduces nervousness or unnecessary tension

during the course of presentation.

 ETIQUETTES

The word etiquette means customary code of social

behaviour or professional conduct. Etiquettes are implied

rules which act as standards to be observed in the

corporate world. It is basically a self rewarding trait which

assures a person with smooth inter personal and social

relationship. The absence of etiquettes may lead to a signal

of headstrong or lonely person image. In the contemporary

world, the concept of business etiquette has broadened its

horizon to include the digital etiquettes like e-mail

etiquettes, phone etiquettes, netiquettes and social media

etiquettes.

• EMAIL ETIQUETTE
E mail etiquette means the standardized norms of

behaviour to be followed while writing and answering for

an email message. It is the basic principle of behaviour or

code of conduct for an email communication. The etiquette

of mail writing varies from person to person and from

organisation to organisation. The tone and style of writings

are different for business and personal purposes.

RULES OF E MAIL ETIQUETTE

1. SUBJECT LINE

Subject line is the lifeline for an e mail as the recipient will

decide whether to open, forward, file or trash a message.

The subject line should be short, informative and not vague

or misleading.
 1. AUDIENCE

The tone and style of e mail depends upon the audience to

whom a mail is sent. The audience may be a customer,

supplier, creditor, debtor, banker, employee, employer or

Government organisation. The e mail has to be drawn to

suit the type of audience to whom it is intended.

3. FOCUS

E mail should have Focus to the point of subject matter.

Long messages will not be read fully. Posting multiple

messages or lengthy paragraphs will defeat the purpose

for which it is sent. Words have to be chosen carefully with

utmost care and concern.

4. READABILITY
Standard capitalization, correct spelling, proper line

spacing between paragraphs and correct font styles

enhance the readability of mails to a great extent. It is

considered that using active voice than passive voice will

give effectiveness to the messages.

5. ATTACHMENTS

Attachments are not attractive. Unless otherwise it is

essential, attachments are not advisable as it take time to

download, occupies space, virus problems etc.

6. IDENTIFICATION

Sender of email should give clearly the identification of

his/her name, designation and organisation in the

beginning of email. The purpose of sending the mail has to

be presented in a logical manner with focus.

 7. PRIVACY

Private information has to be kept private. It is essential to

remember not to mark cc or bcc for a private or a

confidential message. The concept of ‘Praise in public and

criticize in private’ is a golden rule for email etiquette.

Highly confidential matters or tenders cannot be discussed

over the mail as hackers and malicious criminals may

easily hack it.

8. RESPONSE

Timely response to mail will make the organization as

professional and courteous. Immediate response is

appreciated whether it is positive or negative as it saves

the unnecessary waiting time. The faster the response to

mail will increase the business opportunities to a greater

extent. It should be understood that there is a difference

between “reply” and “reply all”. Unnecessary delay in

sending the response may lead to loss of business

opportunities, customer confidence, business orders etc.,

• PHONE ETIQUETTE

Phone etiquette is the professional and polite way of

making and receiving calls with courtesy. The way of

speaking, receiving, responding, or hanging up is also as

important as verbal communication.

 a. MAKING CALLS

Professional calls should start with standard greetings

depending on the time of the day. While making the call,

the caller has to clearly mention his/her name,

organisation name and the purpose of the call. Rehearsal of

the concerned person’s name with proper title before

calling will avoid pronunciation problems. Confirm

whether it is the right time to talk with the concerned

person and if not request for appropriate time to make the

call. While talking with the concerned person, give

appropriate information and get the necessary details. The

conversation can be as short as possible. Judicious usage of

the name is essential at the same time repetitiveness

should be avoided. If the concerned person is not available,

then a brief and clear message with the name, purpose and
organisation details should be given along with the contact

number.

b. RECEIVING CALLS

Receiving official calls need certain standardized

procedures. It is ideal to start the conversation with a self

introduction which consists of your name and company.

Listen carefully the information provided by the caller and

respond in a positive way. It is a good habit to repeat the

information of the client to confirm their requirements.

The receiver should have the patience to answer the

queries and doubts of the caller and helpful in giving the

required information of the caller.

 c. CLOSING THE CALLS

Ending the call properly is very important in a business.

The caller should be completely satisfied with the serviced

provided and should have created a positive image of the

company. Further the caller has to be thanked properly

with a brief summary of the future actions to be taken

based on his/her call. After uttering goodbye, the receiver

of the call has to wait for the customer to hang up first.

d. COMMON PHONE COURTESIES

• Business calls has to be clear, slow and cheerful with

a professional voice.

• Normal tone of voice without shouting or yelling is

desirable.
• It is advisable to avoid eating or drinking while

attending the phone call.

• Usage of standardized language without slang words

will boost the company’s image.

• In case of holding the call, inform the caller properly

and should get back to the call as early as possible.

• Call has to be answered with focus without any

distraction.

• Business calls has to be attended with genuine

interest and care.

• Various response contact options can be provided

for reaching the company.

• Timely follow up calls has to be made with

commitment and sincerity.

 e. NETIQUETTE

Internet etiquettes are called in a short form as Netiquette.

Etiquette is a code of polite behaviour in the society while

netiquette is a code of good behaviour on the internet.

CORE RULES OF NETIQUETTE

• HUMAN CONSCIOUSNESS

The conscious remembrance of the receiving end is

indispensable in various forms of electronic

communication through email, SMS, posts, blogs or other

methods. Place yourself in the receivers end before

pressing send or submit keys.

• CODE OF CONDUCT
Virtual world may tempt a person to behave indifferently.

A civilised person should act within the laws and ethical

manners of society in the cyberspace. The standardised

code of conduct should be followed like a Face-to-face

conversation.

• CULTURAL VARIATION

The cultural variation may accept a form of communication

in one geographical domain but may reject the same in

another geographical domain. The sender has to

intentionally remember the variation in the culture and act

accordingly in a judicious manner.

• TIME AND BANDWIDTH VALUE

The time and bandwidth consumption in net is valuable.

The net information has to be meaningful and to the point

without unnecessary details or graphics or long

attachments.

• PRESENT PLEASANTLY

Virtual world cannot judge the physical appearance or

voice or outfits but the quality of written information will

be evaluated in a consistent manner. Grammatical or

spelling mistakes will give negative impression. Presenting

the information pleasantly will place the image of the

company or an individual in a good manner.

• CONTROLLING FLAME WARS

Flaming is expression of emotions without control. When a

group of people exchange angry posts, it leads to flame

wars. It is essential to redirect the discussion back to

productive direction without hurting anyone’s feelings.

 • PRIVACY

Virtual world is a double edged sword. Privacy should not

be disturbed. Any posts should not embarrass or hurt

others in any form.

• TECHNICAL SAVVY

The expertise in technology with good experience in a skill

or subject matter may provide a comfortable edge to a

person over others. This should not be utilised to take

advantage of anyone. Give respect and be respected in the

anonymous world.

• PUBLIC FORUM
The mistakes or inexperience of another person should be

handled with courtesy and kindness. If a mistake has to be

corrected, it can be done through personal mails not in

public forum.

• SOCIAL MEDIA ETIQUETTE

The world is revolutionized without noise by social media.

Billion and Million of active accounts are operated in

Facebook, Twitter, Google+, LinkedIn etc., Social media

marketing is the order of the day. Numerous persons

belonging to various age groups, gender and locations

operate in social media actively to connect with their

friends and family members.

SOCIAL MEDIA ETIQUETTE

1. BUSINESS AND PERSONAL

Official Social media accounts need not be used for posting

personal information. Separate accounts can be

maintained to avoid unnecessary problems. It is better to

avoid posting of any information without confirmation in

the social media to avoid embarrassment in case of mishap.

2. REACHABILITY

Any information posted should not contain personal

information of the known ones as social media posts reach

a wider audience beyond your known friends and family

members. To avoid unpleasant misunderstanding, keeping

personal messages personal is advisable.

3. NON-REACTIVE
Celebrity twitters or political postings are attractive to

watch and follow but participation in the media arguments

may yield personal animosity or problems in the

employment. Thus reactive to posts are not desirable.

4. AVOIDANCE OF OVER-SHARING

Over sharing of information may lead to unnecessary

problems of different dimensions. Official or personal

information should have a boundary line to avoid over

sharing.

5. EFFECT ON EMPLOYMENT (EOE)

Today, an employer uses social media to know about the

candidate before calling for an interview or accepting an

application. Being smarter in virtual media will help a

person to be successful. It is better to utilize privacy

settings to avoid the visibility of social media posts to non

contacts. Negative comments and professional discussions

should be avoided in the open platform of social media.

Maintaining updated resumes in the professional links will

help for the employment to a greater extent.

Misrepresentation must be avoided.

6. UPDATING OF ETIQUETTE

Various social media platforms have varied etiquettes,

hence the new users and existing users must update on the

assorted etiquette practices to be successful in the

concerned platform.

• VIRTUAL MEETING ETIQUETTE

Virtual meetings connect people around the world through

video conferencing softwares like Microsoft’s skype,

Adobe’s Connect, Google’s Hangouts etc., Virtual meetings

mends people both for business and personal purposes

through internet. Video, audio and text messaging are

utilized for communication between the persons during

virtual meetings. It allows exchange of ideas and

information, data and PowerPoint presentations without

being physically connected. It is a cost-effective business

strategy to intermingle multiple offices, engage employees

in any location and reach clients and vendors with ease.

Knowledge of virtual meeting etiquette will make an

individual and an organisation to be productive with

professionalism.

I. BEFORE THE MEETING

1. SCHEDULING MEETINGS

The first and foremost task in virtual meetings is to

schedule the meeting in advance and send links in advance

with the brief note about the meetings and an indication of

necessary materials needed by the team members. Virtual

calendar invites can be send to give reminder for the

meetings. Scheduling meetings will give time gap for all the

members and prepare them mentally to participate with

zeal and enthusiasm.

2. UNINTERRUPTION

Working from home is not as easy as thought by the

individuals. To avoid the distraction and interruption from

family members, friends, kids and pets from home, it is

necessary to inform them and make appropriate

arrangements and a calm place of house should be selected

for the virtual meetings.

3. TESTING THE TECHNICALITIES

The technical part plays a key role in virtual meetings. To

conduct or attend a virtual meeting, paramount

importance should be given to test the technical setups

before the meetings. Camera, mike, microphone, content to

be shared etc., has to be in line and supportive during the

meetings. Any technical problem will derail the purpose of

meeting.
II. DURING THE MEETING

1. MICK MANAGEMENT

Mick has to be managed intelligibly. It should be turned on

only when the concerned person is talking or sharing

information. All the other time it must be turned off to

avoid hearing the noise of breathing, coughing or any

unnecessary small sounds around the person. Speaker

should talk at appropriate time to avoid embarrassment of

hearing multiple voices and to avoid difference of opinion.

2. CONNECT WITH PEOPLE

A virtual meeting will be successful only if people connect

properly. The background or support has to be provided

by the leader by giving an opportunity to each team

member to express their views in case of necessity. A

friendly talk and enquiries with an introduction of new

members will facilitate a smooth connect of people without

hesitation or shyness.

3. PHYSICAL APPEARANCE AND PRESENCE

Dressing properly for a virtual meeting is a prerequisite.

Being at home should not give the freedom of improper

dressings or poor postures or eating or drinking during the

course of virtual meetings. Human beings have a tendency

to switch off the mike or video or both and go around

without paying proper attention to the subject matter of

discussion during the virtual meetings. It is an important

etiquette of a virtual meeting to be physically present in

front of the screen as a person behaving in a professional

meeting in office.
II. AFTER THE MEETING

1. SUMMARY OF THE MEETING

Virtual meeting etiquette demands a summary of meeting

with key points of discussion to all the team members and

higher officials to update and keep record of the

happenings in the virtual meetings.

a. Suggested Readings

ppppppppppppp. Aruna Koneru, Professional

Communication, Mc Graw Hill Publication, Chennai.

ppppppppppppp. Sundar K. Business

Communication, Vijay Nicole Imprints Pvt. Ltd.,

Chennai.
 ppppppppppppp. Frost, Andrew, Express Series

English for Legal Professionals. Oxford University

Press, 2015

ppppppppppppp. https://powersresourcecenter.co

m/the-new-virtual-meeting-etiquette/

ppppppppppppp. https://hbr.org/2015/03/how-

to-run-a-great-virtual-meeting

a. Multiple Choice Questions

1. Presentation is a form of __________ communication in

which a person shares

information to the select audience.

a. Written

b. Oral
 c. Printed

d. Silent

2. The three major elements of presentation do not

include

a. Content

b. Visual Aids

c. Presenter

d. Audience

3. The factors to be considered for analysing the audience

are

a. Topic, Information, Compilation

b. Introduction, Main page, Closing Remarks

c. Audience Expectations, knowledge and Attitude,

Demographic of Audience
 d. Modulating style, kinesics, stress and Rhythm

4. The components of paralinguistic feature of voice

dynamics are

a. Facial Expression

b. Pitch

c. Intonation

d. Stress and Rhythm

5. ______________ is the force placed in a word while

speaking to make the meaning clear.

a. Rhythm

b. Stress

c. Proximity

d. Intonation

c. Fill in the blanks

1. Effective presentation is possible only if it is

prepared and delivered in an ____________ approach.

2. ___________ means non verbal communication.

3. Gestures convey _______ through body elements.

4. Change in pitch is known as __________

5. ___________ refers to the length of the time between

the main stress or accent of presentation.

6. Internet etiquettes are called in a short form as

__________ .

7. ____________ is expression of emotions without

control.

8. ____________ of meeting should be send to all the

participants after the meeting.

d. Short Answer Questions

1. What is presentation?

2. What are the contents of presentation?

3. What do you mean by closing remarks?

4. Write a note on gestures.

5. List down the common courtesies in phone calls.

6. Does eye contact conveys any meaning?

7. What is voice dynamics?

8. What is etiquette?

9. Explain audience analysis?

10. What do you mean by stress in a

presentation?

e. Answer in Detail

1. What are the steps to be followed in the preparation

of presentation?
 2. Explain the way through which the presentation is

delivered successfully.

3. Describe the paralinguistic features of voice

dynamics in detail.

4. Enunciate the rules of e mail etiquette.

5. Explain virtual meeting etiquette.

6. Discuss the social media etiquette.

7. Enumerate the rules of Netiquette.

f. Youtube Link

https://www.youtube.com/watch?v=fzIxD1jXn44

https://www.youtube.com/watch?v=0t78DiNAeRc
https://www.youtube.com/watch?v=k4ajRLnF4Ns

https://www.youtube.com/watch?v=lasPphe9Tuo

https://www.youtube.com/watch?v=LTLPREFpVTQ
 UNIT 5 - NON-VERBAL COMMUNICATION

This unit will talk in detail about various non-verbal

techniques of communication.
 NON-VERBAL COMMUNICATION

KINESICS

Kinesics means non verbal language. The expressions

which are not verbally expressed but communicated can

be termed as Kinesics. The various forms of non verbal

communication includes personal appearance, postures,

gestures, facial expressions, eye movements, space and

distance between the speakers and it even includes the

fragrance and friendly touch. These communicate very

clearly than the verbal communication. They all form a

visible code.

COMPONENTS OF KINESICS

1. FACIAL EXPRESSION
Numerous emotions are expressed through face. Facial

expressions are more powerful and convey strongly than

the verbal communication. Face is the index of mind.

Happiness with a smile, sorrow with a long face,

bewildered face for tension are all facial expressions which

a person should indicates displaying this emotional state.

2. POSTURE

Posture is the way a person holds his body to convey a non

verbal message. Focus or boredom can be easily indicated

through the way in which a person sits either sitting up

straight or with a hunched back. Open and closed postures

convey friendliness or hostility very clearly.

3. GESTURES
Gestures convey emotions through body movements. The

movement of arms, legs, eyes, hands, head and shoulders

covey various messages.

4. PROXIMITY

Proximity indicates the space and distance between

persons. Long distance makes a person informal while

short space makes a person to behave in a friendly terms.

Distance maintained between persons also conveys a

delicate message.

5. EYE CONTACT

The eyes are a powerful conveyor of emotions. Looking

into the eyes of the opponent makes a person to

understand the attitude of the person. Eye to eye contact is

considered to be desirable and avoiding of meeting eyes

indicate shyness or uncertainty.

6. SILENCE

It is not only the movements of body or eyes or hands or

legs convey a message but silence also conveys non verbal

messages. Silence of employee shows respect and

acceptance of a decision while the vice versa may be the

case with a person holding higher authority.

CHARTS & GRAPHS

Language is meant for the communication of ideas of the

individuals and groups. Communication is all about getting

the message across. The power of communication lies in

just communicating the message. Written communication

is preferred for the future records. But it is difficult

sometimes to rely on written language completely. On

certain occasion, we may have to understand a lot of details

and it will not serve the purpose if written form is adopted.

In such circumstances, the ideas can be presented by

means of graphical representations. The reader has to

interpret the ideas given in the graphics.

The graphics may be in varied forms. Some of them are

• Flow charts,

• Pie charts

• Bar charts

A flow chart is a graphical or symbolic representation of a

process. Each step in the process is represented by a

different symbol and contains a short description of the

process step. The flow chart symbols are linked together

with arrows showing the process flow direction.

SAMPLE FLOWCHART

A pie chart is a circular chart in which the circle is divided

into sectors. Each sector visually represents an item in a

data set to match the amount of the item as a percentage or

fraction of the total data set. The first segment begins at a

line from the centre to the top of the circle. It proceeds in a

clockwise direction.Mention the information inside or near

the segment.
SAMPLE PIE CHART
A bar chart is a chart with rectangular bars with lengths

proportional to the values that they represent. The bars

can be plotted vertically or horizontally. It displays the

data using a number of bars of the same width, each of

which representing a particular category. The different

categories can be shaded in a different way.

SAMPLE BAR CHART

EXERCISES

Activity 1:

Look at the following bar chart which describes the

expenditure on education and defence of the total

expenditure incurred by different countries. Write a

paragraph presenting the information contained in it using

expressions of comparison. Also give your comments in

about 100 words, on defence expenditure and whether you

think it is necessary or not. (Total = 200 words).

Activity 2

Read the following paragraph and draw a bar chart

for the same.

The table shows the percentage of household consumer

durables sold in the UKfrom 1972 to 1983. It can be

divided into three groups.Firstly, a number of appliances

were in a high percentage of homes for the entireperiod.

These included TVs, vacuum cleaners, refrigerators and

washingmachines. TV ownership was the highest,

growing from 93% to 98% over theeleven-year period,

while washing machine ownership, the lowest of this

group,increased from 66% to 80%.The second group

included central heating and the telephone and these

showedthe most dramatic rise with increases of 27% for

central heating and 35% fortelephones. At the beginning

of the period these appliances had been present in37%

and 42% of homes respectively.The final group shows

appliances that were only introduced onto the

marketduring the period shown. The video recorder was

quickly accepted intohouseholds, achieving 18%

ownership by 1983. The dishwasher had less impact,with

its ownership slowly rising from 3% to 5% between 1978

and 1983.In all it shows that British households enjoyed

an ever-increasing ownership of consumer durables from

1972 to 1983
Activity 3

Read the following passage and draw a flow chart

In the first stage of photosynthesis, chlorophyll, the green

substance in leaves absorbs sunlight. The energy is used

to split water into oxygen and hydrogen. In the second

stage, the chlorophyll uses the energy absorbed from

sunlight to combine hydrogen with carbon di-oxide. The,

the hydrogen and carbon di-oxide combine in such a way

that a carbonhydrate is produced. The carbohydydrate is

called glucose. Later using glucose, the plant makes amino

acids and proteins. These are used for the plant to grow.

This is how plants get their nourishment and produce the

substances that make the life and growth of animals

possible.

Activity 4
Convert the following passage in to a flow chart

The earth contains a large number of metals which are

useful to man. One of the most is Iron. The iron ore which

we find in the earth is not pure. It contains some impurities

which we must remove by smelting. The process of

smelting consists of heating the ore in a blast furnace with

coke and limestone and reducing it to metal. Blasts of hot

air enter the furnace from the bottom and provide the

oxygen which is necessary for the reduction of ore.

The ore becomes molten, and its oxides combine with

carbon from the coke. The non-metallic constituents of the

ore combine with the limestone to form a liquid slag. This

floats on top of the molten iron and passes out of the

furnace through a tap. The metal which remains is pig iron.

We can melt this again in another furnace a cupola – with

more coke and limestone, and tap it out with a ladle or

directly make into moulds. This is cast iron.

Activity 5

Look at the following pie chart which shows the different

ways Mr. Ram spends his monthly income. Write a

paragraph of 100 words presenting the information in the

chart and also comment (100 words) whether Mr.Ram is

spending his income wisely or not (Total 200 words)